Financial Assistant

UC Santa Barbara is looking for a Financial Assistant to support HDAE affiliated student council finances and payroll. The role involves managing accounting for student council groups, preparing financial reports, and providing training workshops on financial policies and procedures.

Responsibilities

• Primary staff member supporting HDAE affiliated student council finances and payroll
• Manages accounting for student council groups (SACC, GSAC, Tenants Union) using QuickBooks accounting software
• Enters disbursements, produces budget/expense reports and maintains chart of accounts
• Manages check writing and disbursement activities with account Trustees
• Prepares disbursement for authorized signature and remits payment to vendors
• Conducts training workshops for residents on SACC, GSAC and Tenants Union financial policies and procedures
• Hires and processes stipend payments for student government positions utilizing UCPath while adhering to rates and guidelines established in each group's bylaws
• Assists council members with purchasing needs while adhering to University purchasing guidelines
• Supports department by serving as a back up to the HR and Financial Analysts, as well as Administrative Services Coordinators
• Maintains student council fees and disbursements by utilizing Quickbooks Pro for SACC, GSACC and FSH Tenants Union
• Develops annual budget, based on week three occupancy statistics and incorporates with calculated carry forward balances Maintains chart of accounts
• Produces monthly, quarterly and annual financial reports on all accounts for student council Officers and Residential & Community Living staff
• Produces ad-hoc reports as requested
• Modifies annual chart of accounts as mandated by any Constitutional and By-Law changes
• Responsible for maintenance and retention of back-up documents on expense transactions
• Assures adequate supporting documentation is attached and matches invoice for payment
• Processes and deposits any payments as needed from the councils to university accounts
• Deposits all council income (activity fees, vending commissions, etc) in each respective bank account
• Has access to all online banking to process money transfers and download bank statements for reconciliation Check Writing:
• Manages disbursement activities with account Trustees (which include 13 Resident Directors, 16 Assistant Resident Directors, 135 Resident Assistants, and 20+ student council officers
• Updates forms as required and in accordance with chart of account changes
• Updates signature authorization files annually or as officers change throughout the year
• Forms: Develops & saves financial request forms
• Modifies forms in accordance to programmatic changes outlined in the Student Council Constitution & By-Laws
• Serves as UCPath initiator for all student council transactions (RHA, SACC, GSACC, and TU)
• Responsible for student hiring and maintaining student employment records
• Coordinates and processes hiring forms, work authorization, background checks, and work study for student employees
• Works with departments to maintain up-to-date job descriptions ensuring the work is appropriate for the student title
• Processes all new student council officer hiring in UCPath (50+ annually)
• Enters monthly and quarterly stipends for each student council officer based on guidance from the group and by-laws
• Analyzes, troubleshoots, investigates and resolves problems and/or discrepancies in payroll activities, working with campus central offices when needed
• Ensures mandatory employment postings are current across all buildings to ensure compliance & the most up to date employment notices are posted
• Stays abreast of updates & maintains employment boards up to date across all department buildings
• Processes all student council related purchase orders including general requisitions utilizing the Gateway procurement system for purchase orders
• When needed, purchases on behalf of the student council utilizing University Flexcard
• Responsible for reconciliation of student council related FlexCard and T&E purchases ensuring the purchase is allocated to the correct project within the FlexCard Purchase Orders
• Responsible for retaining all FlexCard documentation
• Utilizes Concur reporting to assist with council related purchases
• Point of contact for all R&CL cell phone requests for on call/after hours staff, and updates phones according to established life cycle
• Collaborates with IT to troubleshoot and resolve cellphone issues
• Familiar with all university travel and entertainment policies to ensure council purchases comply with University guidelines
• Prepares exceptional approval forms and other paperwork as needed by event
• Creates training to instruct staff on purchasing best practices with both university and council funds
• Presents training annually to new professional staff, Student Council Officers and Resident Assistants
• Coordinates the printing and distribution of training manuals and financial processing forms
• Provides regular training opportunities for staff throughout the year on pertinent financial related topics
• Serve as the back-up to the HR & Financial Analyst when the workload exceeds a certain level, and during leaves
• Provides back up coverage and assistance for front offices during peak workload times (move-ins and move-outs)

Skills

• High School Diploma or equivalent experience
• 1-3 years General Office Administration
• Financial analysis skills
• Good Verbal and written communication skills and ability to multi-task
• Bachelor's Degree
• 1-3 years Experience working in college/university housing
• 1-3 years Experience with managing complex projects with multiple stakeholders

Benefits

• Excellent retirement and health are just one of the rewards.

Company Overview